Snowmobile North Dakota Snowmobile Unit Automated Trail Program ™ (ATP)

Snowmobile North DakotaSnowmobile Unit

Automated Trail Program™

(ATP)

Automated Trail Program™ (ATP)Purpose:

To provide a user friendly, easy to use, easily accessed, server based, multi user interface, for the entry and submission of required information/documentation for the Snowmobile North Dakota Trail Program.

To provide a means for the Grants Administrator, Sponsors, and Trail Maintenance Entities (TME’s) to routinely review entries, allowing for timely correction (instead of end of season surprises), and faster season end audits.

Provide for standardized entries to reduce / eliminate incorrect, incomplete, or misplaced entries by providing a more intuitive and structured layout.

Allow access and entries from all internet connectable devices such as computers, smart phones, tablets etc..

Goals:

Provide a standardized means to easily enter data.

Automated Trail Program™ (ATP)

Substantially reduce the associated costs of paper such as: Paper Mailing(s)

Paper HandlingPaper Storage

Substantially reduce the man-hour costs of the: State administering the Grant

Sponsors reviewing the Grant DocumentationClubs complying with the Grant Documentation

Goals:


Provide a means to easily reconcile Receipts and other Documentation with the line entry

Provide a means to quickly answer questions from users and overseers

Provide information near Real Time

Provide a means to operate and track multiple Grant Years simultaneously

Provide a future means to incorporate Groomer GPS Systems that will:Track, Map, and automatically complete the Groomer Usage Logs

Goals:


Most of all,(do all this and)

keep it simple!

Automated Trail Aids Program™ (ATAP)

Association Level:

The Association Level is where the Clubs / TME’s enter in data, such as Grooming, Labor, Equipment use, etc.

An Association can have as many users as desired.

Since the ATAP is designed to be “paperless”, this is also where receipts and documents are uploaded, via pdf’ and “attached” to the appropriate entry, and where the Grant “paperwork” can be digitally signed and submitted for review and approval.

It should be noted that all Forms can be downloaded as a “csv” or printed.

Automated Trail Aids Program™ (ATAP)

State Level:

The State Level is where the entire Grant program and process can be monitored .

The State Level is where all “Rates” and permissions are globally set that each pre-populated system menu uses.

The State also does final approval or dis-approval of a submission, allowing the Clubs / Association to monitor the process (as will be demonstrated).


This is the Association Level Home Screen. The menu on left is broken into seven categoriesAssociation Configuration:Form entries:Reports:Map FunctionsAdministrative Functions:Past Seasons:Help:Video User Guides:


Association Configuration Menu

These items will be used to populate the various forms


Here is where you enter or edit the Associations information.The “Club ID” is a number the Program uses and cannot be edited


NextSelect Groomers


Here is where you enter or edit Association Groomer information.

Once entered, they will be available in Drop Down menus when using Groomer Usage Form.

The Rate for each Class is set globally at the State Level


To add a GroomerSelect “Add New”


From the drop down menu, select the Class of GroomerComplete the rest of the information and select “Add Groomer”

This will now be available in the Drop Down menu when using Groomer Usage Form.

When entering information, leave Tracker ID blank. This option is for future use if GPS Trackers are installed.

If installed, Form 8700-005 would be completed by the GPS Trackers, and grooming status would be displayed on a time delayed map


NextSelect: Trails


Here is where you enter your grooming routes, once entered they are available in the drop down menus on the various Forms.

The ATP uses normal data organization i.e. numbers before letters and A before B etc.


To add a Grooming route or LoopSelect Add New


NextSelect: Trail Setup


This is where you “Draw” your Grooming loops. Once drawn and names they are avalible in the drop down Groomer Usage menus.

Then when selected for entry it will turn the “loop” green for 24hrs, yellow for 48hr, red after 72 hrs.


Simply enter the trail or loop name

Click the “Add Trail” button

The loop will now be in your drop down menus


Next we will review the Form Entries menu

Under this menu is where the forms are located to document your Grant expenses


Click on Labor


From here you can view what is awaiting approval. What has been approved. What has been denied. Total dollar amounts for Labor. Download a csv file, print the form, or add a new entry


All forms have the ability to be printed or saved as a csv file

A comma separated value file (csv) is typically used in a spread sheet.


No Color BarAwaiting Audit or approval

Club can still edit or delete the entry


Yellow Color BarSponsor has audited and approved

Awaiting final Audit and approval from StateClub can not edit or delete the entry


Green Color BarState has audited and approved

Club can not edit or delete the entrySponsor can not edit or delete the entry


Red Color BarState or Sponsor has dis-approved entry

Amounts are zeroedEntry remains

E-mail is sent to all users in Club that entry was dis-approved


Red Color BarState or Sponsor has dis-approved entry

Amounts are zeroedEntry remains

E-mail is sent to all users in Club that entry was dis-approved


When Equipment is used, the Program automatically fills in the Labor for using the equipment(This is an option, if interested)


To start a new entryClick Add New


On all Forms, the default date, is the current dateBy clicking on Select Date you can use the Calendar to select a different date

Select Date


“Other” is included to capture authorized Labor that was done, but may not have been on a Trail. An example might be welding a drag.

To insert into the form simply click on the desired field

Trails as entered under Club Configuration


A working party can now be documented with a single entry, The ATP will make the single line entries automatically

You can add multiple people at one time by using Click here to add

Clicking the red X removes them


NextEquipment Leased or Rented


You have the ability to attach a receipt or document to an entry via a pdf.

Now instead of the box full paper that has to sorted and reconciled to an entry, simply click on the green magnify glass to view the receipts or documents associated

for that line entry

Clicking here will open up the pdf document associated with the line

item





Checking the “receipt available box”, will activate the browse button.Use the browse button to go where the file is on your computer

Once located, clicking on the file will upload and attach it to the line entry

To attach a pdf Check box

Use the browse button to locate the file on your

computer


This is the pre-populated Drop Down Menu.This menu is created globally at the State User Level

Each item is also assigned an hourly rate and a maximum daily rate

Items not listed here would be entered in the miscellaneous form

Pre-Populated Drop Down Menu


Check or Voucher is something you paid for

In Kind is something the Club owns and

usedDonated is something not Club owned but

whose use was donated

If desired, Imbursement Types can be broken out into separate categories

Automated Trail Aids Program™ (ATAP)Snowmobile Unit

Brush Cutter selected from drop down menu

Hourly Rate as set by State

Hours Used

Total dollar amountLabor Hours

Here you can see how the drop down menus and forms work together

(The State entered the Brush Cutter for use in the drop down menu and assigned an hourly rate)The Club simply clicked on it and entered the hours

The ATAP filled in the rest


With a couple clicks and a few key strokes, the entry is ready to submit.If you enable Auto Complete Forms on your device,

it will remember names and descriptions


NextEquipment Purchase


We were unsure if you allow reimbursement for Equipment Purchases. So we included an example


Signage and Related Materials


If signs and materials purchase are allowed out side the bulk sign purchase, it would be documented here

(If not allowed, this would be removed)


Groomer Usage


Here you can review the Associations Grooming records for all Grooming equipment assigned to them

For this presentation we included a Contracted and State Owned


To view an Individual Groomer and its record, select it from the drop down menu

This drop down menu was created when you added Groomers under Configuration.

(The Groomer Classes, Descriptions, and Rates, are set Globally at the State User Level)

Groomer Drop Down Menu




This is what the Grooming Record looks like when starting an entry


From Drop Down MenuSelect the Groomer


From Drop Down MenuSelect the Trail


Complete required fieldsand Submit Form

If you enable “Auto Complete Forms” on your device it will remember names


Fuel and Oil



Grooming Forms



Complete FieldsSelect Category / Payment Type

And Submit Form


Association Summary Report


Here, with just a glance, you can view total expenditures.Clicking on the Form Names will take you directly to that Form

Clicking on Form Name will take you directly to that Form


At the bottom of the Summary Report is where the Club can sign for the Grant electronically.

Once “signed” the Club can no longer add or edit entries (think of it as dropping it in the mail)

A State Level User can un-sign the document for the Club

Click to sign for submission


Opens Trail Map in current window or a new window

or screen


Bulk E-Mailer


Here you can select all or some of the Association Users and send an e-mail


Linkable Trails Status Map


This is where the “links” are generated to insert into a web siteTo insert, just copy and paste


Add User screen


Edit User screen

Automated Trail Program™ (ATP)Snowmobile Unit

The Season Menu is where you are able to view current and past season

information


Help Menu


Trail Aid Documentation


Clicking on Trail Aid Documentation takes you to the SND Web Site


Help Desk

The Help Desk is an easy way to request help, saving many phone calls

Designed to track (with time & date stamp) all requests, giving a detailed record of conversation

Automatically notifies State Users (via e-mail and text) that a request has been submitted

Snap shot of New York's

LiveHelp Desk

Snap shot of New York's

LiveHelp Desk response(Note Time & Date

Stamps)


Video Users Guide

These are step by step Video Tutorials

Clicking on one will bring up a step by step instructional video on the subject matter selected


State User Level


Can view all Associations


Select from Drop Down Menu

All Associations are included in menu.

Sorted alphanumerically


State Summary Report


All Asscosiations are listed here with respective Total Expenditures

Click to expand


Once expandedClicking on Club Name, will take you to that Summary Sheet

Click


Approve or Deny by clicking box

Here is the visual and physical proof that an entry has or has not been reviewed / audited


State Summary Sheet


Here system totals are available. This is a great tool for the “what have we done” questions

Answers that may have taken days or weeks to just get an estimate of, are now one click away


Groomer Report


Here is a sortable list of the entire, State wide grooming equipment

This list is derived from the Association Configuration, Groomers menuIt is a list of all equipment used in the Grooming Reports


Bulk E-mailer now includes ALL system users In drop down menu form


Set Groomer Rates


Here is where the Global Groomer Rates and Descriptions are entered

Once entered they are available system wide


Set Labor Rates


If changed, the very next system entry will use the new rate

(Forms will keep the old rates, and use the new rate for subsequent entries)

Global Labor Rate


Set Equipment Rates


Here Authorized Equipment and rates are Globally set for the Equipment Drop Down Menu (Maximum Daily Rate is typically the hourly rate x 8)

This is meant to capture routine, day in and day out equipment use by the Clubs

The Miscellaneous Form is used to capture other Equipment Items

Enter Equipment Description Enter Rates


Association List


Add, Edit, Delete an Association


Audit Alert E-Mail Setting


This is where the recipients of Audit Alerts are entered and the E-mails set up


Audit Alert

An Audit Alert is generated when:An Entry is made that is more than 7 days oldAn entry has been changed

This is useful in monitoring that the Grant is not being “backed into”(“backed into” refers to Comptroller concerns of the practice of line items being

manipulated or added, to meet the full Grant Award)

Audit Alerts (along with the System Log) capture the complete “Paper Trail” of the Grant Program.

Providing complete documentation of who did what and when

Date & Time of change

Who made change

What was changed

Entry that was changed

Snap shot of an actual e-mail Audit Alert



Audit / System Log

The Audit Log (or System Log) documents all user activity

Capturing who logged in, from where they logged in, activity while logged in, with Time & Date

It is sortable and searchable



Help Desk Log In

Snap shot of actual Help Desk Ticket

Note the complete “Record of Conversation”

via e-mail



Data Base Functions

These functions control the data baseMost are used when ending a season

Able to run multiple season simultaneously(This is useful as one grant season ends and the next begins

as it allows entries to be made in both seasons)

Allows additional off site backup

Allows a backup before changing something

Intuitive, simple to use menus and formsPrint and csv downloadsAttachable paperwork in pdf formatInitial GPS Tracker set up

Developed with Main Stream, Open Source, programming codeAfter completion, All source code and compiled code belong to youNo proprietary licenses needed



To view again

Presentation (Power Point)

Presentation (pdf)

www.SNDATP.com

Documents

Snowmobile North Dakota Snowmobile Unit Automated Trail Program ™ (ATP)